business mail 101 basics of discounted mail. getting started agenda discounted mail prices and...

BUSINESS MAIL 101BUSINESS MAIL 101

Basics of Discounted Mail

Getting Started

Agenda Discounted mail prices and classes of mail How to qualify for discounted mail prices Resources to help you prepare your mail How to design a mailpiece How to obtain an address list Choosing the best postage payment method

Types of Mail

Maximum of 13 ouncesBill or credit cardHandwritten letter (max. 3.5 oz.)Invoice or statement of accountPersonal correspondencePresorted and automation rates availableEstimated delivery 1-3 days

First-Class Mail®

Types of Mail

AdvertisementCatalogs or newslettersCirculars or flyersSmall parcelsNonprofit rates available Presorted and automation rates availableEstimated delivery 3 to 10 daysLess than 16 ounces

Standard Mail™

What is Discounted Mail?

Larger quantities of mail prepared for mailing at reduced prices of postage

Primarily consists of First-Class Mail® and Standard Mail™ but is available for other classes of mail

*Note: US Postal Service ® uses “Discounted” and “Presorted” interchangeably.

Is Discounted MailRight For You?

Discounted (Presorted) mail pricesLess than full single piece prices

Offered to mailers who presort their mailOr perform work normally done by U.S. Postal

Service®

This is called “worksharing”

Bottom line – YOU SAVE MONEY!

Advantages of Discounted Mail

“Discounted Mail” prices are significantly lower than single-piece

Can accommodate a variety of business needs

The more you send the more you save

How To Mail At Discounted Rates

Obtain mailing permitPay annual mailing fee Pay postage with precanceled stamps, meter,

or permit imprintConsider size, shape, and weight Ensure accurate addressesPresort mailpieces (sort by ZIP Code™)Mail at Post Office where you hold permit

Mailing Permit:Permission To Mail

Mailing Permit Authorization to use a certain postage

payment method for bulk and discounted mailings

No application fee to mail with precanceled stamps or meter

$190.00 application fee for permit imprint$190.00 annual presort mailing fee

Mailing Permit Tips

Mailing Permit

Remember, a permit is “permission to mail” at discounted prices

Must send a discounted mailing at least once every 24 months

Each Permit Imprint mailing must have a min. of 50 lbs. or 200 pieces

Minimum Quantities for a Discounted Mailing

500 pieces for First-Class Mail®200 pieces (or 50 pounds of mail) for

Standard Mail™50 pieces for Parcel Post®

300 pieces for Presorted or Carrier Route Bound Printed Matter

300 pieces for Presorted Library Mail300 pieces for Presorted Media Mail

Annual Mailing Fee

$190 paid via cash or check at the Post Office

$190 paid via check only at BMEU Centralized Account Payment System

(CAPS)-electronic transfer of fundsNo special form to fill outProvides permission to mail a certain

class of mail from a certain postal facility for 365 days

Annual Mailing Fee

Must pay an annual mailing fee at every post office where you intend to mail

Pay when you bring in first mailing

Fee good for 365 days

Methods of Postage Payment

Precanceled StampsSpecial stamps available in specific

denominations for Presorted First-Class Mail® and Standard Mail™

*Note: only one (1) pre-canceled stamp may be affixed to each mailpiece.

Methods of Postage Payment

Precanceled StampsAvailable in four denominations: 25¢ for Presorted First-Class Mail® 15¢ for Presorted First-Class Cards 10¢ for Regular Standard Mail™

5¢ for Nonprofit Standard Mail

Methods of Postage Payment

Postage Meter

Prints postage directly on mailpiece (or meter tape) Meter size varies by need

Authorized Meter Providers

NEOPOST INC

478 WHEELERS FARMS RD

MILFORD CT 06461

800-624-7892

www.neopostinc.com

PITNEY BOWES INC

1 ELMCROFT RD

STAMFORD CT 06926-0700

800-322-8000

www.pitneybowes.com

DATA-PAC MAILING SYSTEMS CORP1217 BAY RDWEBSTER NY 14580-1958800-355-1755www.data-pac.com

FRANCOTYP-POSTALIA INC140 N MITCHELL CT STE 200ADDISON IL 60101-5629800-341-6052www.fpusa.net

HASLER INC478 WHEELERS FARMS RDMILFORD CT 06461800-995-2035www.haslerinc.com

Methods of Postage Payment

Permit ImprintMost popular and convenient way to pay

postagePostage information printed in upper

right corner of mailpiecePostage block = "indicia"

Methods of Postage Payment

Permit ImprintSet up postage account at Post Office Postage deducted from accountAll mailpieces must be same weight

Methods of Postage Payment

Permit ImprintSimple and convenient May use rubber stamp to imprintNo need to buy postage in advance

Mailpiece Characteristics

Size and ShapeThe Postal Service separates mail into four

shape categories: cards letters large envelopes and "flats" parcels

Different rates and preparation standards depending on the shape

Questions directed to Business Mail Entry staff or a Mailpiece Design Analyst (MDA)

Classification

Physical Standards for Cards

Classification

Physical Standards for Letters

Classification

Physical Standards For Flats

All flats must be flexible, uniformly thick, and rectangular in shape

For flats, length is the longest dimension

2” minimum flexibility required

Flex Test, Flats 10” or longer that containa rigid insert perpendicular to surface

Physical Standards For Flats

Classification

For flats,length isthe longestdimension

1” minimumflexibilityrequired

Flex Test, Length runs parallel to surface

Physical Standards For Flats

Classification

For flats, length is the longest dimension

1” minimumflexibilityrequired

Flex Test, Flats less than 10” that contain arigid insert; perpendicular to surface

Physical Standards For Flats

Classification

Classification

Additional Standards for Automation Flats

Minimum /Maximum Thickness

Minimum / Maximum Weight

First Class 1/4 inch/ 3/4 inch 13 Ounces

Standard 1/4 inch/ 3/4 inch Up to 16 Ounces

Periodicals, Bound Printed Matter 1/4 inch/ 3/4 inch 20 Ounces

Classification

Physical Standards for Machinable Parcels

Machinable Parcels: Minimum weight: 6 ounces (3.5 ounces for small lightweight parcels)Maximum weight: 25 pounds (35 pounds for Parcel Select and Parcel ReturnService, except books and other printed matter which cannot exceed 25 lbs.)

• Rolls & tubes

• Unwrapped, paper-wrapped, or sleeve-wrapped

• Articles enclosed in envelopes

Classification

Physical Standards For Irregular Parcels

Classification

Physical Standards: Outside Parcels Exceeds any of the maximum dimensions for

machinable parcels: cartons containing more than 24 oz. of liquids

in one or more glass containers cartons containing 1 gallon or more of liquid

in metal or plastic containers

Classification

Machinable

Nonmachinable

Automation

Categories of Mail

Mailpiece Characteristics

BarcodesSeries of long and short bars that represent

numbersRepresent ZIP Code™, ZIP+4®, and delivery

addresses 2 types of barcodes – POSTNET™ and

Intelligent Mail® Barcode

Mailpiece Characteristics

Automation Priced Mail 100% barcoded and prepared for high-

speed mail processingPrices available for letters, cards, flats

(large envelopes), and parcels

Address Accuracy

Address Accuracy Obtain address list Check the addresses for accuracy

Address Accuracy

Keys to a successful mailingKnow your audienceGet your message deliveredUse a great mailing list

Address Accuracy

Address ListsUSPS® does not sell address listsUSPS has products and services that help

mailers check, standardize their addresses, and keep their lists up-to-date

Address Accuracy

Address ListsYou can buy or rent a mailing list

Yellow Pages under "lists“, "mailing lists” or “mailing services”

On-line search for list providers in your area

Address Accuracy

Why bother checking the accuracy of your address list?

17% of Americans move annually43 Million people move yearly 1 out of every 6 families move yearlyAddress lists bought/rented must be checked

to ensure they are correct

Address Accuracy

For Presorted Standard Mail™ and First-Class Mail® rates, ZIP Codes™ MUST be checked for accuracy within the last 12 months

When you complete and sign a postage statement you certify your mailing qualifies for the rates claimed

Address Accuracy

Address Quality Choices Use www.usps.com to check the ZIP Codes™ Process your address list through CASS-certified

softwareCASS improves the accuracy of carrier route, five-digitZIP®, ZIP + 4®, and delivery point codes that appear on mailpieces

Address List Correction Service

Address Accuracy

Address Quality ChoicesNCOALink

Updates addresses with change-of-address information filed with the Post Office

Address Accuracy

Address Quality Choices

Move Update required for all presorted First-Class mailings

Within 95 days of the date of mailing

NCOALink includes Move Update

Mail Preparation

Prepping Your Mail SuppliesPresorting your letter mailPrepare containers (trays/sacks)Prepare postage statementDrop off your business mail

Mail Preparation

SuppliesThe Postal Service supplies the following items for free:TraysTray "sleeves" or lidsBundle labelsContainer labelsLabeling lists – online DMMQuick Service Guides -- online Postage statement – online

*Note: Strapping material is required but not provided by USPS

Mail Preparation

Presorting Your Letter MailGrouping by ZIP Code™

For assistance, contact presort bureau and/or letter shop

Mail Preparation

Containers of Letter Mail Trays must be sleeved and strapped Affix correct label to each tray Secure each tray with a single strap

around it’s length

Mail Preparation

Postage StatementDocuments the number of pieces in your

mailing and the postage you're paying Includes spaces for your company name

and permit number All unshaded sections must be

completed by mailer

Mail Preparation

Where to Drop Your Business Mail

Local Post Office https://tools.usps.com/go/POLocatorAction.action

Business Mail Entry Unit (BMEU) Locate a BMEU https://ribbs.usps.gov/locators/find-bme.cfm

*Note: You MUST NOT give presorted or permit imprint mail to a letter carrier or deposit in a collection box.

Mail Preparation

What to Take to the Post Office

Signed and dated postage statement(s) Supporting documentation Check or cash to cover additional postageA check for your annual mailing fee

*Note: A meter strip may be affixed to postage statement to pay for the additional postage

Mail Acceptance

What Happens at the Post OfficeEligibility of contentsMarkings and endorsements SortationPostage payment

Checklist

Decide on a class of mailCreate your mailpieceObtain an address listCheck the accuracy of your address listAddress your mailChoose a postage payment methodObtain a mailing permitPay an annual mailing feePick up suppliesSort your mail

Resources

Mailpiece Design Analysts (MDAs) http://pe.usps.com/mpdesign/mpdfr_mda_lookup.asp ABRM tool is at https://abrm-prod.usps.com

Quick Service Guides (QSG) Postal ExplorerMailPro

District Resources

Mailpiece Design AnalystsMailing Requirements OfficeBusiness Mail Entry ManagerMailing Standards SpecialistBusiness Mail Entry AnalystSupervisor, Business Mail EntryBusiness Mail Entry Technicians

Additional Resources

www.usps.comDomestic Mail Manual, Mailing

Standards of the United States Postal Service®

DMM located at http://pe.usps.com

Questions?